Zimbra to Office 365 Migration Guide

Introduction

This is the complete onboarding task flow for migrating mailboxes from Zimbra (version 6 and later) to Office 365. MigrationWiz no longer supports TLS 1.0.  TLS 1.2 is now required. Verify TLS version and update, if necessary, before starting the migration.

We strongly recommend that you use HealthCheck for Office 365 to check ahead of time to see if end user hardware and software is compatible with Office 365. HealthCheck for Office 365 is a free utility.

There are some tools and resources that will make the migration easier.

First migration?

We’ve created a guide on scoping, planning, and managing the migration process for your use. If this is your first migration, we recommend reading this guide carefully.

DeploymentPro & DMA

DeploymentPro currently can only officially be used with migration projects where Office 365 is the Destination. We do recommend using DeploymentPro in this scenario.

DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.

The DeploymentPro Guide and DeploymentPro FAQ will guide you through the proof of concept, as well as any other DeploymentPro questions, while the DMA Installation and Introduction to DMA articles provide resources and guidance on DMA.

MigrationWiz

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

MigrationWiz supports the capability to share migration projects across a Workgroup. When the Project Sharing feature is turned on, all Agents besides those who are Inactive can view all migrations projects. 

We are not able to support migrations with two-factor or multifactor authentication. 

Prepare the Source Environment

Users will need to enter usernames on the Zimbra side, even when using an admin account.

Export Users

Export the list of users to a CSV file. This will be used when adding users to your MigrationWiz mailbox project later in the migration.

  1. Open Zimbra Admin.
  2. Select Account.
  3. In the Search box, type the domain name to be exported.
  4. On the Toolbar Zimbra Admin, select the Download button.
  5. Save the CSV file generated.

Split Large Folders

Direct users to split up folders that have a very large number of items. Zimbra will exhibit poor migration performance for folders with a large number of items.

Calendar folders can be slower to migrate when the data is complex. For example, recurring calendar meetings result in a much higher number of calendar events.

Prepare Admin Credentials

Ensure that you have admin credentials available for use during migration.
Options:

    • Use existing credentials.
    • Create a new admin account for migration. This will create an additional admin account with the password of 'test123':
      zmprov ca testadmin@domain.com test123 zimbraIsAdminAccount TRUE
    • Transform a normal existing user account into an admin account (in this example future-admin will become an admin):
      zmprov ma future-admin@domain.com zimbraIsAdminAccount TRUE

Test mailbox access

Make sure the necessary ports to connect to the Zimbra server are open. Access to SOAP web services is needed for migration. This is via both regular and admin user mode. Ports 80, 443, and 7071 are the common ports. 

There are two modes to connect to a Zimbra server, Regular mode and Admin User mode.

  1. In regular user mode, we need access to SOAP web services, which are typically the following:
    1. ​ on port 80 if it is an HTTP connection;
    2. on port 443 if an HTTPS connection.
  2. In admin user mode, we also need access to SOAP web services, typically:
    1. ​On port 80 and 7071 if the Zimbra URL is HTTP;​
    2. On port 443 and 7071 if the Zimbra URL is HTTPS.

You need to connect using both ports; some operations will go over the admin port, while others will go over the regular port.

Prepare the Destination Environment

Create the admin account

  1. Create a user in Office 365
  2. Connect to Exchange Online by using remote PowerShell
  3. Type the following command, and then press Enter:
    Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox') -and (Alias -ne 'Admin')} | Add-MailboxPermission -User AdministratorAccount@mydomain.com -AccessRights fullaccess -InheritanceType all

After you perform these steps, the specified user will be able to access all user mailboxes in Office 365. The user will be able to view the contents of the mailboxes from either Outlook or Outlook Web App.

Set up accounts in Office 365

  1. Set up accounts on Office 365 and assign licenses. These can be created in several ways:

Prepare the tenant to send & receive large items

  1. Sign into Exchange Online by running Connect-ExchangeOnline.
  2. Enter your credentials.
  3. Run Get-Mailbox | Set-Mailbox -MaxReceiveSize 150MB

Discover PST Files and Upload to Azure

Discover PST files on the network, and upload them into Azure.

MSPComplete Steps

Create Customer

  1. Click the Add button in the top navigation bar
  2. Click the Add Customer button on the All Customers page
  3. In the left navigation pane, select the appropriate workgroup and then click All Customers.
  4. Click Add Customer.
  5. Enter the new customer’s information in the Add Customer form. Primary Email Domain and Company Name are required. The rest are optional.
  6. Click Save.
  7. Repeat steps 1 through 4 for each customer you want to add. 

Purchase licenses

We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow multiple types of migrations to be performed with a single license. They also allow DeploymentPro to be used to configure Outlook email profiles. For questions on licensing, visit MigrationWiz Licenses

To purchase licenses:

  1. Sign in to your BitTitan account. 
  2. In the top navigation bar, click Purchase.
  3. Click the Select button and choose User Migration Bundle licenses.
  4. Enter the number of licenses you want to purchase. Click Buy Now.
  5. Enter a Billing address if applicable.
  6. Click Next.
  7. Review the Order Summary and enter a payment method.
  8. Click Place Your Order.

Apply licenses

  1. Select the correct workgroup on the top of the left navigation pane. This is the workgroup that the customer and migration project were created under. Your account must be part of the workgroup if the project was not created under your account.
  2. On the left navigation pane, click Customers.
  3. Click the customer that employs the user to whom you want to apply a User Migration Bundle license.
  4. Click the Users tab at the top of the page.
  5. Check the box to the left of the email for the user(s) to whom you want to apply a license.
  6. Click the Apply User Migration Bundle License button at the top of the page. It is recommended that users be added to the Customer page with the vanity domain. Then have the User Migration Bundle Licenses applied, before editing to show the .onmicrosoft domain, if the .onmicrosoft domain will be used for the migration.
  7. If there is at least one unassigned User Migration Bundle license available for each selected user, click Confirm.

Deploy DMA to users

GPO is the recommended methodology because no end user interaction is required. However, DMA may also be deployed via email, which requires users to manually install it on their computers.

Via GPO
  1. Download the DMA setup file from MSPComplete.
    1. In MSPComplete, click on All Customers from the navigation sidebar. 
    2. Click on the customer name for which you wish to deploy DMA.
    3. On the horizontal menu bar, click Users.
    4. Click Add Users, and then click Add Users via Device Management Agent
    5. On the Add Users via Device Management panel, click Device Management setup fileto download the DMA setup file to your local drive. Please note that this file should not be renamed or altered in any way or it could cause issues when DMA is installed. These instructions are more detailed than those listed in the Add Users via Device Management Agent panel. 
  2. Step 2: Create a network share that is accessible to all of your customer’s computers and put the DMA setup file in the share folder.
    1. Log on to the file server as an administrator.
    2. Click Start and search for Server Manager.
    3. Click Server Manager from the search results.
    4. Click File and Storage Services
    5. Click Shares
    6. Next to Shares, click Tasks
    7. Click New Share
    8. Continue through the New Share Wizard prompts until finished, then click Create
    9. Right-click on the new share in Server Manager, and click Open Share
    10. Put the DMA setup file in the share.
    11. Write down the share's network path. This will be needed when creating the scheduled task.
  3. Step 3: Create a Group Policy Object that forces the domain joined computers in a security filter to execute the DMA setup file through a scheduled task.
    1. Log on to the Active Directory Domain Controller as an administrator.
    2. Click Start and search for Group Policy Management.
    3. Click Group Policy Management
    4. Right-click on the desired Active Directory domain, and then click Create a GPO in this domain, and link it here.
    5. Enter a name for the GPO, and then click Ok. By default, the GPO will apply to all users and computers that successfully authenticate to the Active Directory domain.
  4. To narrow the scope of computers that install DMA, select Authenticated Users, and click Remove
    1. To confirm the removal, click Ok.
  5. To add a new security filter, click Add.
    1. Type the name of the security group that the target computers are a member of and click Check names
    2. Click Ok.
  6. Right-click on the new GPO, and then click Edit
    1. In the console tree, under Computer Configuration, click PreferencesControl Panel > Scheduled Tasks.
    2. Right-click Scheduled Tasks and click on New, and then click on Immediate Task (At least Windows 7).
    3. Enter a name and a description for the Scheduled Task.
    4. Click Change User or Group
    5. Type "system" in the Object name text box.
    6. Click Check Names. Make sure that the system object name resolves to NT Authority\System.
    7. Under Security options, click Run whether a user is logged on or not and add a check next to Run with highest privileges.
    8. In the Configure for drop-down menu, select Windows 7, Windows Server 2008 R2
    9. Click the Actions tab
    10. Click on New.
    11. In the Action drop-down menu, select Start a program
    12. In the Programs/script text box, enter the network path for the DMA setup file. If you use the Browse button to find the location of the script, then it will add the path as c:\xxxx. This is incorrect since the script needs to include the UNC path and not the local path. Be sure to replace the c:\ format with the \\servername\sharename\ format.​
    13. If the customer's computers use a proxy, you must add a command line parameter into the Add arguments field to ensure that DMA is able to transmit data through the proxy. Read the How do I deploy the Device Management Agent on computers that use a proxy?​​ article for more information.​
    14. Click Ok.
    15. Click the Conditions
    16. Add a checkmark next to Start only if the following network connection is available, and then select Any connection.
    17. Click Ok
  7. Close Group Policy Management Editor, and then close Group Policy Management.
  8. The DMA setup file will execute on user computers at the next Group Policy refresh, typically every 90 minutes, with a random offset of 0 to 30 minutes.
Via Email

To deploy the BitTitan Device Management Agent (DMA) through email, you ask users to manually install the agent. We recommend installing DMA through a group policy object because it’s automated and non-intrusive.

  1. Click Customers on the navigation sidebar.
  2. Click the customer name for which you wish to deploy DMA.
  3. Click Users.
  4. Add a checkmark next to the user(s) that should receive the email.
  5. Click the Enable Device Management Through Email button.
  6. In the Enable Device Management via Email panel, enter your email address in the Reply-To Address field.
  7. Confirm that all of the users you chose are listed in the To field.
  8. To personalize the email message that the customer's users will receive, type your changes into the message body text box. If the customer's computers use a proxy, you must add instructions to run the DMA installer with command line parameters that ensure DMA is able to transmit data through the proxy.
  9. Click Send Agent Email.
  10. Important: DO NOT change the name of the DMA setup file sent via email, or let users share the file. Each file is only for the user and machine it is sent to.
  11. The customer’s users will receive the email asking them to manually install the agent.​ The users and their computer information will start populating in MSPComplete under the customer’s context soon after the agent is installed and running.

Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed.

HealthCheck for Office 365 Steps

  1. Go to All Products
  2. Go to Device Management
  3. Select HealthCheck for Office 365 (select Healthcheck on the far left side of the page) and follow the prompts to launch.
  4. Select a customer from the list by clicking on the customer name. The status column will show enabled when a customer account has had DMA deployed.
  5. Review results. If any computers have a red X on their row, you should review the detailed results by clicking on the pie chart in the far right-hand part of the row.
  6. Include upgrading action items and costs in your Statement of Work.
  7. Perform remediation steps.

DeploymentPro Steps

  1. Launch DeploymentPro.
    1. Go to All Products > Device Management, then click DeploymentPro on the far left and follow the prompts to launch.
    2. Select a customer from the list by clicking on the customer name. The status column will show enabled when a customer account has had DMA deployed.
    3. Configure customer DeploymentPro module:
      1. Enter the Domain.
      2. Select the Destination endpoint.
      3. Checkmark the Auto-populate box.
      4. In the Client Interface Configurations section, upload your company logo and add supporting text. We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.
      5. Save and continue.
  2. Activate DeploymentPro module for users.
    1. Either select all users or select individual users. DeploymentPro is included with the User Migration Bundle license. DeploymentPro cannot be purchased as a standalone service license, and it cannot be added to the single-use mailbox migration license. If you wish to remotely configure Outlook mail profiles using DeploymentPro after a migration, purchase the User Migration Bundle license.
    2. Click the Schedule Cutover button.
  3. Schedule profile cutover date.
    • Set the date and time for the Outlook profile configuration to occur, and click the Schedule Cutover button.
    • The DeploymentPro module will install on user devices immediately and then run silently until this date.
    • The profile cutover date should be set to a date and time that is shortly after MX record cutover.
  4. On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

MigrationWiz Steps

Create a Mailbox Migration project

  1. Click the Go to My Projects button.
  2. Click the Create Project button.
  3. Click on the type of project that you wish to create. For this migration:
    • Mailbox: Mailbox projects are used to migrate the contents of the primary user mailbox from the previous environment to the new environment. Most mailbox migrations can migrate email, calendars, and contacts.

For mailbox migrations, use administrative credentials to access mailboxes​. In most migration scenarios, the admin account needs to have full access rights to the Source mailboxes. 

    1. Click Next Step.
    2. Enter a Project name and select a Customer.
    3. Click Next Step.

Endpoints

Endpoints are now created through MigrationWiz, rather than through MSPComplete. The steps for this section outline how to create the endpoints in MigrationWiz.

If you are selecting an existing endpoint, keep in mind that only ten endpoints will show in the drop-down. If you have more than ten, you may need to search. Endpoint search is case and character specific. For example, Cust0mer will not show up if the search is customer. We recommend keeping a list of endpoints you have created, along with any unique spellings or capitalization you may have used.

You may either use existing endpoints, or create new ones. 

To create a new source endpoint:

  1. Click Endpoints
  2. Click Add Endpoint
  3. Select Zimbra 6.5+
  4. Enter Zimbra server URL

  5. Click the Provide Credentials radio button, and enter the admin account credentials. These are either your existing admin credentials or the credentials for the account that was created under the "Prepare the Source Environment" section of this guide.

  6. Click Add
  7. Click Next Step

To create a new destination endpoint:

  1. Click Endpoints
  2. Click Add Endpoint
  3. Enter endpoint name
  4. Select endpoint type Office 365
  5. Click Provide Credentials
  6. Enter the admin account credentials. This should be for the global admin account. 
  7. Click Add
  8. Click Next Step

Add Users

Add the user accounts that will be migrated to the project. MigrationWiz allows you to bulk import mailboxes into the system.

Use the Bulk Add option, and import from the CSV file that you prepared under the Prepare the Source section of this guide. 

To import one or more mailboxes:

  1. Sign in to your MigrationWiz account.
  2. Select the Project for which you want to perform the bulk import.
  3. Click on Add .
  4. Click on Bulk Add .
  5. Follow the instructions on the page.

Add Advanced Options

Under Support/Support options:

  • Set the project to use impersonation at Destination. Checkmark the Use impersonation at Destination box. 
  • Set Maximum concurrent migrations. We recommend setting this to a very low value, such as 5, to ensure that server utilization does not go above 80%. If the Source Zimbra server is running low on resources, it can result in email being migrated as blank. If the Source server has enough server resources, set this parameter based on the bandwidth guideline of three (3) mailboxes per 1Mbps of bandwidth. Therefore, for example, if there is a 10Mbps connection, we recommend setting the maximum concurrent migrations parameter to be 30. If the Source server has very few available server resources (e.g., it is running low on memory or it has very high CPU utilization), we recommend setting this value to a lower number to avoid overwhelming the Source server with requests.
  • Add: ZimbraCalendarExpandInstances=1

Run Verify Credentials

  1. ​Sign in to your MigrationWiz account​.
  2. Open the Project containing items you wish to validate​.
  3. Select the items you wish to validate.
  4. Click on the Start button in your dashboard.
  5. Select Verify Credentials from the drop-down list.

Once complete, the results of the verification will be shown in the Status section.​ 

Notify Users

Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration.

Run Migration

Pre-Stage pass

  1. Select the users you wish to migrate
  2. Click the Start button from the top
  3. Select Pre-Stage Migration
  4. Under the Migration Scheduling section, from the drop-down list, select 90 days ago
  5. Click Start Migration.

MX Record Cutover

  • Change over MX records on the DNS provider's portal.
  • Also, include the AutoDiscover (CName) setting.

If you are migrating in batches and coexistence is required, you will not be cutting over the MX records until your final batch of users has been migrated, and you must perform two extra steps:

Notify users

Send email to end users to let them know what to expect for their Outlook profile reconfiguration. Samples and screenshots can be found in our DeploymentPro documentation.

Full pass

  1. Select the users
  2. Click the Start button from the top
  3. Select Full Migration
  4. Click Start Migration

Run Retry Errors

Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.

If problems persist, contact Support.

Outlook Configuration

If not using DeploymentPro, users must now create new Outlook profiles, set up their signatures again, and reattach any PST files that were attached to their previous profile.

Request Statistics

Click the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics.

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